STAJ2070- Import OS-HELP Loan Student Information Details

Purpose	To import OS-HELP eCAF student information from the eCAF Portal to Callista SMS
SubSystem	Statistics
Normally Run By	Statistics specialist
Anticipated Frequency	On demand, when the files are required for statistics processing.
Structure	No parameters

This job imports to Callista SMS, the OS-HELP eCAF student information from the Government eCAF Site, that has been submitted by the student, via the eCAF Portal.

The import function calls two web services to perform the following:

Retrieve the enrolment data from the Government eCAF site
Update the processing status of the student enrolment record on the Government eCAF site.

The records are only processed from the Government eCAF site where the Processed indicator is N and the status is 'StudentSubmitted' and the data matches a student in the Callista SMS.

STAJ2070 interacts with the Government Web Services and manages authentication when calling the API. It also manages the response details to record audit details and process error details appropriately - processing details are described below. Note: The names of eCAF data elements are shown in italics in this page.

The Government API uses HTTP status codes to indicate the success or failure of a request. Error codes are returned with a JSON object in the body containing a message providing further details on the error.

The imported data includes Tax File Number information which is checked to ensure it matches existing data in Callista, or where the student does not have TFN information, it is uploaded for the student.

If the student’s OS-HELP application has been submitted successfully within the eCAF Portal, the ENRF3900 Status is updated automatically to APPROVED, if not it is updated to APRVL-PEND.

STAJ2070 is available to HE, VET and cross sector institutions.

This job is accessed via the main menu.

Parameters

No parameters

Notes

No parameter exist fro this job. The following message displays:

'No parameters exist for this job. Do you wish to schedule te job to run as soon as possible?'
Selecting “Yes” will schedule the job to run immediately.
Selecting “No” will not run the job nor schedule the job to run.

In the flow chart above, it can be seen that students whose details have been successfully exported to the eCAF Portal (via STAJ2060), will need to submit an OS-HELP eCAF application which contains all the data required by HEIMS. This is the 'OS-HELP application form' referred to in the Processing Overview below.

Processing Overview

The basic processing steps for STAJ2070 are as follows:

Set up logging and get eCAF communication configuration.
Request list of eCAF OS-HELP records ready for import from the eCAF site.
Loop through the list and process information from each eCAF OS-HELP record which has been retrieved from the eCAF site..
When all forms from the list are processed or skipped, create the job summary.

Initial set up

Retrieve the connection details needed to connect to the eCAF web service.
Create single institution status values that map to the system external study loan status values of ‘APPROVED’ and ‘APRVL-PEND’.

List OS-HELP forms that are ready to be imported from eCAF

Request the eCAF OS-HELP web service to list all OS-HELP application forms that have been submitted by students but have not been processed
This information is converted into JSON Objects for individual processing.

Import details from each eCAF OS-HELP form

For each eCAF OS-HELP application form imported, the following occurs:

Information from the JSON object is extracted to be checked against existing OS-HELP information in the Callista SMS. If a matching Callista record is not found, an error is logged.
The 'type' of OS-HELP record being imported is determined, so it can be matched to a STDNT_CRS_EXTERNAL_STUDY_LOAN (SCESL) record. These records must have the OS-HELP Exported to eCAF indicator selected in ENRF3900.
'Types' of OS-HELP are described in terms of their Student Statuses. These map to Government values of 240, 241 or a 241/242 combination, and are associated with Loan Schemes in FINF1S00.

If the eCAF osStudyType is 'NotInAsia' then it should match a single ‘240’ record in ENRF3900 with:

Status = ECAF-READY
Study Period Commencement Date = eCAF commencesOn value
Loan Scheme mapping to a 240 Student Status in FINF1S00.

If the eCAF osStudyType is ‘InAsia’ and there is NO date in the eCAF field asianLanguageCommencesOn then it should match a single '241' record in ENRF3900 with:

Status = ECAF-READY
Study Period Commencement Date = eCAF commencesOn value
Language Study Commencement Date = NULL
Loan Scheme mapping to a 241 Student Status in FINF1S00.

If the eCAF osStudyType is ‘SupplementaryOnly’ then it should match a ' 242’ record in ENRF3900 and there should be a previously sent ‘241’ record as well. (Hence a 241/242 combination).
- The ‘241’ SCESL record will have:
  - Status = ECAF-READY or APPROVED or APRVL-PEND
  - Language Study Commencement Date = eCAF asianLanguageCommencesOn
  - Loan Scheme mapping to a 241 Student Status in FINF1S00.

The ‘242’ SCESL record will have:
- Status = ECAF-READY
- Study Period Commencement Date = eCAF asianLanguageCommencesOn and
- Loan Scheme mapping to a 242 Student Status in FINF1S00.
If the eCAf osStudyType is ‘InAsia’ and there is a date in eCAF field asianLanguageCommencesOn, then it is assumed that it is a ‘241/242’ combination form where details for two SCESL records were merged into one eCAF OS-HELP form on export and will map back to those 2 records on import.

Check that the eCAF details and the Callista details match for the appropriate OS-HELP ' type'. If any of the following don’t match, an error is logged and the process skips to the next form in the list.
- If OS-HELP is type 240 or 241 (including the 241 record for 241/242 combinations)
  - eCAF amount = Loan Amount in ENRF3900
  - eCaf commencesOn = Study Period Commencement Date in ENRF3900
- If OS-HELP type is 242
  - eCAF supplementaryAmount = Supplementary Loan Amount in ENRF3900.
- Implicit in finding matching 241 and 242 combinations is the need for the Language Study Commencement Date of the 241 record in ENRF3900 to match the eCAF asianLanguageCommencesOn value which in turn matches the Study Period Commencement for the 242 record in ENRF3900.

Processing the Tax File Number (TFN)

In the OS-HELP application form that the student completes in the Government eCAF Portal, they must provide a TFN or evidence they have applied for a TFN via a Tax File Certificate. This choice is included in the imported student's OS-HELP details by the following fields:

taxFileNumber contains a TFN if the student has provided one.
hasAppliedForTaxFileNumber is TRUE if the student has provided evidence that they have applied for a TFN.

Depending on what was recorded in the eCAF form, and the TFN information that already exists in Callista (in ENRF3900); the following processing occurs:

A. If the eCAF taxFileNumber is populated then:

If the TFN is the same as the one in Callista then:
- The Callista External Study Loan Status (in ENRF3900) to set to APPROVED (if incurral date set) or APRVL-PEND (if not set).
If the TFN is not the same as that in Callista then:
- A warning is generated in the job log.
- The Callista External Study Loan Status is set to APRVL-PEND (regardless of any incurral date value).
- The Tax File Number Invalid Date (in ENRF3900) is set to today's date.
If the Tax File Number in Callista is null then:
- The Callista Tax File Number will take the value from eCAF and record a message in the job log.
- The Tax File Number Recorded Date is set to today's date.
- The Callista External Study Loan Status is set to APPROVED (if incurral date set) or APRVL-PEND (if not set).
For all the above:
- Marked as PROCESSED in eCAF.
- Message logged 'The OS-HELP Student Course External Study Loan for {PERSON_ID} and {COURSE_CD} has been successfully transferred and the Status has been updated to {institution value for APRVL-PEND or APPROVED}.

B. If the eCAF hasAppliedForTaxFileNumber is TRUE then:

If the Callista Tax File Certificate Number is populated then:
- The Callista External Study Loan Status (in ENRF3900) to set to APPROVED (if incurral date not set) or APRVL-PEND (if not set)
- Marked as PROCESSED in eCAF
- Message logged: 'The OS-HELP Student Course External Study Loan for <PERSON_ID> and <COURSE_CD> has been successfully transferred and the Status has been updated to <institution-defined status mapped to APRVL-PEND or APPROVED>.'
If the Callista Tax File Certificate Number is not populated then:
- Not marked as PROCESSED in eCAF
- Error logged error: 'Student <PERSON_ID> does not have a Tax File Number or Tax File Certificate Number recorded for Course <COURSE_CD> within the Student Course External Study Loan record.'

Technical Information

Tribal Callista interacts with the Government Web Services to manage all aspects of dealing with an external API, including authentication when calling the API and managing the response details to correctly record audit details and process error details appropriately.
The Government API uses HTTP status codes to indicate the success or failure of a request. Error codes are returned with a JSON object in the body containing a message providing further details on the error.
The version 2(1302B-2017) API for the VET Student Loans eCAF provided by the Government eCAF site is used to import the student status information to the Callista SMS.

Last Modified on 04-Mar-2019 2:17 PM

History Information:

Release Version	Project	Change to Document
19.1.0.3, 20.0.0.3 & 21.0.0.2	2368 - OS-HELP eCAF	New Online Help page